AGENDA City ofTroy Records Commission Meeting, Tuesday, April 22, 2025 Basement Conference Room, City Hall 3:00 p.m. Call Meeting to order Approval of March 20, 2025 Minutes Approval ofRetention Schedule/Disposition Schedules: Records Disposal (RC-3) - Law Director Old Business: Any comments from those present: Schedule next meeting: October 21, 2025 at 3:00 p.m. Adjourn meeting. TROY CITY RECORDS COMMISSION March 20, 2025 MINUTES The Troy City Records Commission met Thursday, March 20, 2025, at 2:00 p.m. in the Mayor's Office, City Hall. Members present: Mayor Oda, Alan Clark, Sue Knight, Ronni Showalter, John Frigge, Grant Kerber, Kristi Quinn, and staff. All members received a copy of the minutes from the November 19, 2024, meeting. A motion was made by Mr. Clark, seconded by Mrs. Quinn to approve the minutes, with the motion passing. NEW BUSINESS: Consideration of RC-2 Template to be used City Wide - In January, City Staff attended a training session on Records Management hosted by the Ohio Attorney Generals Office. In the training material provided, there was a template recommending retention schedules per specific document. Administration Staff in the SSD Office created a template for city departments to use sO all departments could have the same retention schedules for similar documents. Mr. Kerber, Director of Law, recommended that the retention be changed on the Rules, Regulations, or Procedures to permanent on the electronic copies. A motion was made by Mr. Clark, seconded by Mayor Oda, to approve the template with the minor provision. Approved by unanimous vote Records Retention Schedule (RC-2) - Service Directors Office - Mrs. Knight provided an updated form stating the retention schedule for Service Director Regulations was updated to reflect Paper Retention being two years and Electronic being permanent. AI motion was made by Mayor Oda, seconded by Mrs. Knight, to approve the RC-2 with minor revision. Approved by unanimous vote Records Retention Schedule (RC-2) = City Council - The form submitted was discussed and found to be completed correctly. A motion was made by Mr. Frigge, seconded by Mrs. Showalter, the schedule was approved by unanimous vote. Records Retention Schedule (RC-2) - Board of Park Commissioners- = The form submitted was discussed and found to be completed correctly. A motion was made by Mrs. Showalter, seconded by Mr. Kerber, the schedule was approved by unanimous vote. Records Retention Schedule (RC-2) = Planning Commission - The form submitted was discussed and found to be completed correctly. A motion was made by Mrs. Showalter, seconded by Mr. Clark, the schedule was approved by unanimous vote. DISCUSSION: Mr. Clark noted that the training in January was very helpful and feels it will simplify the process in the future. NEXT MEETING: The next meeting is scheduled for April 22, 2025, at 3:00 p.m. in the Mayor's Office. The meeting adjourned at 2:22 p.m., following a motion from Mr. Kerber, seconded by Mayor Oda. Respectfully submitted, Abby Bixler Page 1 of Ohio History Connection For State Archives - LGRP Use Only 0 - State Archives of Ohio Date Received Stamp: Date Reviewed: Local Government Records Program 800 E. 17" Avenue Columbus, Ohio OHIO 43211-2474 HISTORY 614.297.2553 Items requested for transfer: CONNECTION oareceohnonston.ons YES NO wwwohohstonrk IfYES, attach copy oft transfer form CERTIFICATE OF RECORDS DISPOSAL (RC-3) - Part 1 See instructions before completing this form. Must be submitted with PART2 CITY OF TROY, OHIO LAW DIRECTOR/MUNICIPAL PROSECUTOR TINA BRUNER 937-440-8055 (Local Government Entity) (Unit/Department) (Contact Person) (Telephone Number) 215 W. MAIN STREET TROY 45373 MIAMI APRIL 22, 2025 (Address) (City) (Zip Code) (County) (Date Submitted to LGRP) hereby certify that the records listed on this RC-3 and attachments are being disposed of according to the time periods stated on the approved Records Retention Schedules (RC- -2) listed below. No record will be knowingly disposed of which pertains to any pending legal case, claim, action or request. In addition, microfilm created in place of any original record listed on this RC-3 will be stored according to ANSI Standards and all microfilm master negatives will only be used to create use copies. It is the responsibility of the local government to ensure the preservation and accessibility of any records retained in electronic format. 4 4 / / Law Dder 937339-2 (Signature of Responsible Official) (Title) (Telephone number) To have this form returned to the Records Commission electronically, include an email address: Please Note: The State Archives retains RC-3 forms for seven years. It is strongly recommended that the Records Commission retain a permanent copy of this form. SAO/LGRP-RC3 (Part 1 & 2), Revised May 2024 Page 2 of CERTIFICATE OF RECORDS DISPOSAL (RC-3) = Part 2 OHIO See instructions before completing this form. Must be submitted with Part 1 HISTORY CONNECTION (Local Government Name) (Unit/Department) (1) (2) (3) (4) (5) (6) (7) Records Series Title Authorization for Media Type Media Type Inclusive Dates of Proposed date of For LGRP use Disposal To be destroyed To be retained Records destruction Schedule Date the (if any) From To Number RC-2 was (15 business days from approved by receipt by LGRP) the Records Commission CORRESPONDENCE 12-01 PAPER 2017-2021 JUNE 2025 LETTERS 2017-2021 ELECTRONIC CORRESPONDENCE 12-02 PAPER 2017-2021 JUNE 2025 GENERAL 2017-2021 ELECTRONIC MESSAGE BOOKS 12-13 PAPER 2017-2021 JUNE 2025 2017-2021 EMAIL 2017-2021 12-19 PAPER 2017-2021 JUNE2025 ELECTRONIC RESEARCH/CASE 12-26 PAPER 2017-2021 JUNE 2025 FILES 2017-2021 ELECTRONIC APPT. BOOKS 2017- 12-37 PAPER 2017-2021 JUNE 2025 2021 CALENDERS ELECTRONIC SAO/LGRP-RC3 (Part 1 & 2), Revised May 2024